Office Manager (El Primero High School)

About DCP:

The first charter high school in Silicon Valley, Downtown College Prep was founded in San Jose in 2000 with the belief that all students, regardless of background and prior academic achievement, can and should be prepared for college success.  Through our singular commitment to college success, we ensure our largely low-income Latino students and families are fully supported in the pursuit of a college degree.   

Our vision is to ensure that more first-generation students have the vision, confidence, and academic skills to succeed in college and beyond, realizing their fullest potential and harnessing their power to become leaders in their field and community.  

Purpose:

Reporting to the School Operations Manager (SOM), the Office Manager (OM) delivers first class customer service to all constituents in the building, including but not limited to students, parents, staff, and visitors. While gracefully juggling any number of key tasks, one of the Office Manager’s primary responsibilities is to operate a welcoming and efficient main office and to serve as a gatekeeper to address questions and minimize interruptions to the school’s leadership team. The office manager is thus an experienced administrator who thrives on diverse responsibilities and works closely with the School Operations Manager and Principal to manage and improve site operations in coordination with the Central Office. The Office Manager is highly dependable, discreet, able to adapt to continuously changing tasks/environment, collaborative and highly detail oriented. 

Responsibilities:

Student Recruitment and Admissions

• Community outreach and Student Recruitment: Work with School Operations Manager  and Community Engagement team to build relationships with the community and motivate families to join
• Support the School Operations Manager with the process of collecting and documenting applications, and recording enrollment data from accepted students
• Assist with student transfer process including administration of student survey, outstanding student fees, and data collection and reporting
• Track constant communication with new families to ensure the school opens fully enrolled
• Set up meetings between Principals and families of incoming students who need counseling regarding admissions
• Support School Operations Manager and Administrators in logistics and planning of annual enrollment seminars and assist with student recruitment events

Family & Community Outreach

• Community outreach and Student Recruitment Work with School Operations Manager and Principal and Central Office team to build relationships with the community and motivate families to join
• Coordinate logistics as directed by School Operations Manager to set-up community meetings to market new school to students and families, prospective funders, and community leaders
• With direction from the School Operations Manager, oversee parent communication system that will result in increased parent involvement and college readiness (e.g. text, email, phone communication systems; monthly parent newsletters, flyers, mailers, etc.)
• Assist School Operations Manager in weekly/monthly bulletins to families
• Assist with communication as directed by School Operations Manager
• Assist with mailings and other communication as directed by the School Operations Manager
• Provide translation services as needed
• Support communication to families regarding notification and minutes of SSC, ELAC, and parent committee meetings
• Support RSP and other staff in translation during meetings
• Support RSP and other staff in coordinating IEP meetings with families

School Culture 

• Welcome and provide high quality customer service to all stakeholders that enter the front office

• Ensure that the office assistant and any staff or volunteers interacting with constituents at the front office are trained and embody excellent customer service values.
• Take a leadership role in developing systems and processes that ensure front office embodies the values and high expectations of the school
• Ensure front office and staffroom are orderly and professional at all times
• Attend school wide events
• Assist with translation and distribution of the student handbook

Attendance and Enrollment

• Ensure teachers are taking attendance on a daily basis  
• Ensure that absences & tardies are accurately documented daily  
• Implement daily processes to manage attendance and attendance reporting  
• Print weekly attendance reports by teacher, get teacher signatures & file 
• Monitor student attendance on a weekly basis and support the School Operations Manager in generating Truancy notifications & sending to parents of students with excessive absences 
• Support scheduling administrative meetings for students who need counseling regarding attendance issues
• Conduct monthly attendance audit
• Assist with records, enrollment processes, truancy procedure and communication as directed by the School Operations Manager

Academic Intervention

• Prepare and send out mailings of all report cards and progress reports with direction from the School Operations Manager
• Assist Admin team with translation services during academic counseling sessions
• Assist School Operations Manager with discipline information system and support ongoing maintenance as needed

Assessment & Student Data

• Assist School Operations Manager with sending, receiving, updating and storing Cumulative folders as directed
• Assist School Operations Manager with routine data entry as necessary
• Assist School Operations Manager & Admin team with assessment administration
• Maintain current knowledge of PowerSchool and its functions

Campus Safety

• Update & distribute all classroom safety clip boards with current classroom rosters
• Ensure safety/emergency equipment is replenished, placed & working on campus (walkie talkies, first aid kits, earthquake buckets/kits, etc.)
• Ensure that all emergency equipment is present & functional throughout entire campus  
• Process & send all safety/injury incident reports to Central Office
• Coordinate with School Operations Manager and Principal to set up Annual Drill Schedule and staff training 
• Complete drill reports and send to Central Office
• Attend any health related training and maintain current CPR certification

Facilities & Operations

• Assist School Operations Manager in managing janitorial company to maintain a clean and professional campus  
• Process facility work orders as directed by the School Operations Manager
• Develop systems to track, organize, make available and maintain school assets
• Oversee the tracking, organization, and availability of school assets including classroom, office supplies, textbooks and technology  
• NSLP program

• Support School Operations Manager and oversee the food service staff  
• Support School Operations Manager in ordering food from Vendor, ensure that there is little to no waste and that all students who receive food are run through the point of sale system  
• Generate monthly Student Balance report from PowerLunch and send to families
• Ensure that all necessary safety precautions are followed in and around the Cafeteria/Lunch Area (allergies are documented, Epi Pen present if/when necessary, etc.) 
• Work with lunch staff to ensure that all of the Meal Service Equipment (Laptop, Scanner/Keypad, Cooler, Warming Oven, etc.) are all functioning at all times

Finance and  HR

• Supervise the lunch staff, volunteers, other office assistants  including training and developing take corrective action as necessary on a timely basis and in accordance with company policy; consult with School Operations Manager and Human Resources as appropriate
• Assist with School Operations Manager in processing all invoices (support documentation and approval) related to site operations and facilities
• Maintain petty cash, keep it balanced and reconcile with Accounting. 
• Assist School Operations Manager in making sure lunch money collected is balanced with the systems reports (PowerLunch) and that both reports and money are kept in a safe, locked location for pick-up or delivery to Accounting.  

• When the school collects money i.e. lost books, planners, uniforms, et cetera, the office manager, is responsible for issuing a receipt, collecting the money, and again keeping it balanced and safely locked up until it is picked up or delivered to Accounting.   
• Manage inter-campus mailing system 

Other duties as assigned

Physical Demands:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is continuously required to speak and listen for extended periods. The employee is also required to sit or stand for long periods, and to regularly to walk; use hands or fingers to handle, or feel objects, tools, or controls; reach with hands and arms; and stoop, kneel, crouch or crawl. The employee must regularly lift and move up to 25 pounds. Specific vision abilities required for this job include close vision, peripheral vision, depth perception, and the ability to adjust focus. The employee is further required to have the physical, mental, and emotional stamina to fully perform the duties and responsibilities of the position, and the mental acuity to collect, evaluate, and interpret data; to reason; to define problems; to establish facts; to draw valid conclusions; and to make effective judgments and decisions.

Work Environment:

The work environment characteristics are representative of those in a normal office, building, classroom/school setting which one might encounter while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Other duties as assigned

Requirements:

• Background in operations and administration; experience in school front office and administration a plus
• Ability to analyze situations and take appropriate action in a variety of procedural matters without immediate supervision
• Experience working with underachieving urban students of color
• Obtain and maintain a valid First Aid Certificate
• Ability to communicate with stakeholders across a variety of high-stakes issues
• Prioritize and coordinate workflow and timeliness for self and others
• Proficiency with computer software applications, including MS Office
• Strong written and verbal communication, interpersonal, and customer-service skills
• Good organizational, time management, problem-solving skills and the ability to work accurately and meet deadlines with frequent interruptions
• Responsiveness, attention to detail are essential, and a customer service orientation in assisting and collaborating with other school staff in the efficient execution of the school’s mission
• At least AA Degree or Equivalent Experience Required
• Fluent in written and spoken Spanish

FLSA:  Exempt

This position description intends to describe the general nature and level of work being performed by people assigned to this position.  It is not intended to include all duties and responsibilities.  The order in which duties and responsibilities are listed is not significant. Also, this job description reflects management’s assignment of essential functions; and nothing in this herein restricts management’s right to assign or reassign duties and responsibilities to this job at any time.